AI sends sequenced checklists, tracks completion, and sends reminders for outstanding items. Every new hire gets the same thorough experience.
New hire onboarding involves dozens of tasks across HR, IT, and the hiring manager — equipment provisioning, account setup, document collection, training enrollment, and team introductions. When steps are tracked manually, things get dropped. Missing I-9 documentation creates compliance risk. Forgotten equipment orders delay productivity. The new hire's first impression becomes 'this place is disorganized.'
MultiMail's AI agent manages the entire onboarding checklist sequence via email. It sends pre-start items before day one, day-one checklists on the start date, and follow-up reminders for outstanding items. Autonomous oversight handles this predictable, sequenced workflow reliably while tracking completion status across all stakeholders.
When a new hire's start date is confirmed, the AI agent is triggered with their details: name, role, department, manager, and start date.
The agent generates a customized onboarding checklist based on the role and department. Engineering hires get development environment setup; sales hires get CRM access and territory assignments.
One to two weeks before the start date, the agent sends pre-start tasks to the new hire (tax forms, I-9, emergency contacts) and to IT/facilities (equipment, access provisioning).
The agent tracks which items are completed and sends reminders for outstanding tasks. Managers and HR receive progress updates showing what's done and what's still needed.
import requests
API = "https://api.multimail.dev/v1"
HEADERS = {"Authorization": "Bearer mm_live_xxx"}
def send_prestart_checklist(hire: dict):
checklist = generate_checklist(hire["role"], hire["department"])
prestart_items = [i for i in checklist if i["phase"] == "pre_start"]
items_text = "\n".join([
f" {&"cm">#039;[ ]' if not i['complete'] else '[x]'} {i['description']}"
f" — Due: {i[&"cm">#039;due_date']}"
for i in prestart_items
])
body = (
f"Hi {hire[&"cm">#039;name']},\n\n"
f"Welcome to {hire[&"cm">#039;company']}! Here are a few things "
f"to complete before your start date ({hire[&"cm">#039;start_date']}):\n\n"
f"{items_text}\n\n"
f"Links:\n"
f" I-9 form: {hire[&"cm">#039;i9_url']}\n"
f" Tax forms: {hire[&"cm">#039;tax_url']}\n"
f" Emergency contact: {hire[&"cm">#039;emergency_url']}\n\n"
f"Questions? Reply to this email and your onboarding "
f"coordinator will get back to you."
)
requests.post(
f"{API}/send",
headers=HEADERS,
json={
"from": "[email protected]",
"to": hire["email"],
"subject": f"Welcome aboard! Your pre-start checklist at {hire[&"cm">#039;company']}",
"text_body": body
}
)Generate and send pre-start tasks to the new hire before their first day.
import requests
API = "https://api.multimail.dev/v1"
HEADERS = {"Authorization": "Bearer mm_live_xxx"}
def send_completion_reminders(hire: dict):
checklist = get_onboarding_status(hire["id"])
incomplete = [i for i in checklist if not i["complete"]]
if not incomplete:
"cm"># All done — send completion confirmation
send_completion_email(hire)
return
items_text = "\n".join(
f" - {i[&"cm">#039;description']} (due: {i['due_date']})"
for i in incomplete
)
body = (
f"Hi {hire[&"cm">#039;name']},\n\n"
f"You have {len(incomplete)} outstanding onboarding "
f"item(s):\n\n{items_text}\n\n"
f"Please complete these as soon as possible to ensure "
f"a smooth start."
)
requests.post(
f"{API}/send",
headers=HEADERS,
json={
"from": "[email protected]",
"to": hire["email"],
"subject": f"Reminder: {len(incomplete)} onboarding items outstanding",
"text_body": body
}
)Check for outstanding onboarding items and send reminders.
"cm">// Using MultiMail MCP tools for onboarding checklists
async function startOnboarding(hire: NewHire) {
const checklist = generateChecklist(hire.role, hire.department);
const preStartItems = checklist.filter(i => i.phase === "pre_start");
"cm">// Send pre-start checklist to new hire
await mcp.send_email({
to: hire.email,
subject: `Welcome aboard! Your pre-start checklist at ${hire.company}`,
text_body: [
`Hi ${hire.name},`,
``,
`Please complete before ${hire.startDate}:`,
...preStartItems.map(i => ` [ ] ${i.description} (due: ${i.dueDate})`),
``,
`Questions? Reply to this email.`
].join("\n")
});
"cm">// Notify IT for equipment provisioning
await mcp.send_email({
to: "[email protected]",
subject: `New hire equipment: ${hire.name} starting ${hire.startDate}`,
text_body: `Please provision: ${hire.equipmentNeeds.join(", ")}`
});
"cm">// Track in contacts
await mcp.add_contact({
email: hire.email,
name: hire.name,
metadata: { stage: "onboarding", start_date: hire.startDate }
});
}Manage onboarding checklists using MultiMail MCP tools.
Every onboarding item is tracked and reminded automatically. The AI doesn't forget to send the I-9 reminder or order the laptop — it follows the checklist consistently for every hire.
Engineers, salespeople, and designers all have different onboarding needs. The AI generates role-specific checklists so each hire gets exactly the setup they need.
The agent coordinates across HR, IT, facilities, and the hiring manager via email. Each stakeholder gets only the items relevant to them.
Every onboarding communication is logged, providing documentation that required items (I-9, tax forms, policy acknowledgments) were requested on time.
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